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Automatically Send Sales Proposals for a New Opportunity in Redtail CRM October 24, 2018

Using a CRM to manage your sales process is a great way to close more deals and keep your entire sales team on the same page. With a tool like Redtail CRM, you can track your leads, opportunities, and documents all in one place.

Add WebMerge to your sales process, and you can easily populate all kinds of documents with data from Redtail CRM. In this example, we’ll show you how to instantly populate a sales proposal when we add a new opportunity in Redtail CRM.

To get started, we’re going to create a template for our proposal using a Word document. Inside Word, we’re going to add our repeating information—like our logo, contact information, and basic service details. Then, for the spots that we want to insert our opportunity details, we’re going to use merge fields like {$Name}, {$Amount}, etc.

Here’s what our proposal template looks like:

Once we have our template ready, we need to upload it to WebMerge. From the Documents page in WebMerge, click the New Document button and enter a name. On the next step, pick the file from your computer and continue.

After you've uploaded the template, you’ll be taken to the Settings tab, where you can edit various options like the type of file that is generated and the name of the file. For this example, we’re going to produce a PDF document and include the name of our Opportunity in the file name.

Next, we’re going to set up the delivery of our document so that the proposal is automatically emailed directly to our customer. In the Deliver tab, click the Edit button under the default email delivery. Then, for the “To” address, choose the merge field for the customer’s email address. If you don’t have a merge field in your document for the email, choose << Other >> from the dropdown and enter something like {$Email} in the box.

Feel free to edit any of the other email settings.

Once you've saved the email delivery, you're done with the setup process inside WebMerge and ready to set up the integration with Redtail CRM. To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to create a New Zap. For the Trigger, we’re going to choose Redtail CRM as the app, then New Contact as the trigger.

Once you authenticate your Redtail CRM account, Zapier is going to load a test contact to make sure everything is working correctly. Follow those steps and continue.

Next, we’re going to add an Action to our Zap. For the app, choose WebMerge, then Create Document Merge as the action.

Once you authenticate your WebMerge account, Zapier is going to load a list of the documents in your account. Go ahead and select your proposal document, and Zapier will load a list of the merge fields in your template.

For each merge field, you’ll need to click the button on the right side of the box to choose the corresponding field from Redtail CRM. This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your template.

Once you've matched up all of your merge fields, save your Zap and turn it on. We’re ready for a test! Log in to Redtail CRM and add a new opportunity. Zapier will detect this opportunity and send the data over to WebMerge.

Here’s how our customer-ready proposal looks:

Congrats, you’re all finished! You can now instantly populate all kinds of documents from Redtail CRM. Can you think of any other ways you can use WebMerge to simplify your paperwork process?